Photo Event Planning

Contact/Scheduling

Please allow 7 to 10 days advance notice to schedule a photographer for your event. Provide all of the information needed in the Photo Services Request form (date, time, and location of the event, how long the event will last and how long the photographer will need to be there, billing ID, etc.)

Timing

Will the photographer(s) be required to remain from the beginning to the end of the event, or do specific times need to be provided to the photographers for the photo opportunity? Please be as specific about timing as possible when making the initial request.

Setup

Will there be an area where the subject(s) will have their photo taken with an appropriate backdrop (i.e. curtain provided by the Student Union)? If not, please specify where the photos are to take place and if existing backgrounds/structures will be sufficient.

Participant Photo/Video Notice

You can notify your guests that photography and/or video is taking place by including a notice in your registration materials. You may also want to provide posted notices throughout the event venue (walls or sandwich boards).

Included in registration materials: Use of Image Grant – Online Registration

For posting at your event: Use of Image Grant – Posted Notice

Details/Announcements

Make sure the photographers know ahead of time who is to be photographed during the event and when. Please make appropriate announcements regarding the photo opportunities to the subjects/guests and provide specific directions as to where and when they should go to have their photo taken.

Accommodations

If your event occurs during a luncheon or banquet will a meal be provided for the photographer(s)? Please make sure there is adequate seating in a convenient location for the photographer(s) at your event.

Liaison

Please have an individual available to assist the photographer at the event should the photographer need help identifying subjects and resolving unexpected difficulties. This person should facilitate photographs of individuals, situations and groups that may not be obvious to the photographer.